Section 86.6. Scheduling events and exhibits

Requests to schedule events or exhibits in the public areas of the Capitol Complex or on the Capitol grounds should be made to the Deputy Secretary for Property Management, 503 North Office Building, Harrisburg, Pennsylvania 17125.

(1) Requests will be scheduled on a first-come, first-served basis. Because the areas available for events and exhibits are limited and the demand is at times high, it is recommended, but not required, that requests be made at least 1 month in advance. In the case of exhibits, due to the length of time an exhibit may remain on display, additional lead time may be necessary to secure the desired space and date. These factors should be kept in mind when making requests. The Secretary may set reasonable limits on the number or frequency of events by a single person, group of persons or organization to afford reasonable opportunities for other persons, groups or organizations to schedule events or exhibits.

(2) Each request shall be in writing and contain the following information:

(i) The name and description of the sponsoring organization.

(ii) The name, address and telephone number of the contact person.

(iii) The name, address and telephone number of the back-up contact person.

(iv) A description of the planned event or exhibit.

(v) The date and hours requested for the event or exhibit, and the duration of the event or exhibit.

(vi) The area requested for use.

(vii) The number of anticipated attendees.

(vii) The method of transportation, and number and type of vehicles used to transport participants.

(3) Equipment or services available through the Department may be used in connection with an event or exhibit on an “as available” basis, upon payment of reasonable fees and charges. A list of the equipment and the charges is available upon request from the Secretary.

(4) Decisions made by the Secretary under this chapter will be made as promptly as possible, but no later than 3 State business days after receiving the written request.

(5) To schedule an event or exhibit, a sponsor will be required to sign an acknowledgment that the sponsor has read, understood and will abide by the procedures governing the use of the public areas of the buildings within the Capitol Complex; that the sponsor is responsible for damages incurred as a result of its event or exhibit; that the sponsor will either restore or pay to have restored the area used for its event or exhibit to the condition that existed prior to its use; and that the sponsor will indemnify and hold harmless the Commonwealth and its agents and employees, for damage or loss the Commonwealth incurs arising out of its use of the buildings within the Capitol Complex or the Capitol grounds. A sponsor that fails to abide by the terms of the agreement may be denied permission to schedule a future event or exhibit until the outstanding obligations have been fully satisfied.

(6) The Secretary may refuse the scheduling of an event or exhibit in any area or building the in interest of maintaining the necessary level of security.

The provisions of this § 86.6 amended September 6, 2002, effective September 7, 2002, 32 Pa.B. 4358. Immediately preceding text appears at serial page (221075) to (221076).

Notation

Cross References

This section cited in 4 Pa. Code § 86.3 (relating to policy governing the public areas of the Capitol Complex); and 4 Pa. Code § 86.4 (relating to policy governing the interior public areas of the Capitol Complex).